Job vacancy: E&F Administrator, Liverpool University Hospitals NHS Foundation Trust, Liverpool

Job summary

Main area: Estates & Facilities
Grade: Band 4
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 287-CEF-69-25

Employer: Liverpool University Hospitals NHS Foundation Trust
Employer type: NHS
Site: Aintree
Town: Liverpool
Salary: £26,530 - £29,114 per annum
Salary period: Yearly
Closing: 28/04/2025 23:59

E&F Administrator

Band 4

Detailed job description and main responsibilities

1- To act as a central hub for receiving, processing and distributing programme and project information and documents, maintaining a database as required.
2- Set up and maintain a configuration library to identify, record and track all documentation associated with a programme or project, maintaining version control. Undertake word processing.
3- To support the production and tracking of project plans and associated reports in-line with internal project governance standards (PRINCE2).
4- Maintain and provide a quality control function for programme management.
5- Be involved in the development of standards to support the successful delivery of programmes and projects.
6- Be responsible for coordinating the preparation of agendas and papers for meetings as well as the production of minutes.
7- Book venues and arrange meetings, seminars, training, travel and accommodation for team staff, as well as providing support with the preparation and running of events and workshops.
8- Make and receive calls, acting as the first point of contact on behalf of programme/project or other supported functions staff. The post holder must be able to field calls and provide information where appropriate.
9- Manage team members diaries
10- Monitor and sort incoming/outgoing correspondence for action (both electronic and written) and reply through verbal/written communication and email when required. Where the intended recipient is absent, reallocate correspondence appropriately.
11- Participate in the production of written procedures and protocols for within Programme and project management support and administration and inform staff of such procedures and protocols.
12- To provide a quality assurance role in respect of documentation and programme and project standards used.
13- Support the project teams and staff with the management of risks, issues and benefits. In particular develop and maintain up to date associated registers, ensuring that the owners are aware of when escalation is required.
14- To liaise with external agencies and suppliers, as required on behalf of the project office and project staff. This will include the processing and sharing of information relating to particular projects.
15- To provide cover where necessary for other Project Office staff.

Person specification

Qualifications

Essential criteria

ECDL/ RSAII/OCR Advanced Text Processing (Modules: Text Production/Word Processing) or knowledge of Word Processing or equivalent
HND or equivalent

Experience

Essential criteria

Ability to demonstrate experience and success in supporting projects
Experience of administration procedures
Experience of receiving, collating and updating numerous documents and logs.
Experience of working in a programme/project environment
Ability to comment on proposals for change in own work area

Skills

Essential criteria

Excellent interpersonal skill
Ability to use different styles of communication at all levels
Ability to deliver training
Ability to appropriately communicate changes to project information
Able to manage own time and work unsupervised

Please ensure you check the email account (including junk/spam boxes) from which you apply regularly as we will use this to contact you regarding your application.

Posts advertised to ‘internal staff’ are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.

Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.

We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.

Candidates applying for the role of Healthcare Assistant on the staff bank should note that due to the nature of the role, workers must be aged 18 or above when commencing in post. Applicants are therefore welcome from those aged over 18 or within 3 months’ of their 18^th birthday.

The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.

The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.

Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £23 (standard disclosure) or £43 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment. DBS applications submitted from 2nd December will be subject to the new DBS fee of £26.50 (standard) and £54.50 (Enhanced).

From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years.

Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.

This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults’ policy and comply with the Local Safeguarding Children and Adult Board procedures.

Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation.

All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.

As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.

If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.

Please note: new entrants to the NHS will commence on the first pay point of the relevant band.